What is a Records Management System (RMS) and What Are Its Benefits?

Managing a large number of documents can affect employees’ productivity. Document-related challenges cost organizations $19,732 per worker yearly and also affect productivity. Thus, organizations need a robust record management system (RMS) to stay organized and comply with mandated regulatory laws.

Record Management Software (RMS) is an electronic system that helps sort, retrieve, and monitor records effectively. It helps organizations streamline their record-keeping practices regardless of whether the records are paper-based or electronic. In this blog, we will explore what a record management system is, its types, functions, and other essential details.

What is a Records Management System (RMS)?

A Records Management System (RMS)is a stand-alone IT solution providing comprehensive record management. It refers to the systematic processes of managing and overseeing paper-based and electronic records. This facilitates quick retrieval, data protection, and compliance with legal requirements. Unlike the conventional file storage system, an RMS provides an organized framework with tools for classifying, storing, retrieving, and disposing of records.

Difference Between Records Management and Document Management

Most individuals might consider that record management and document management systems are the same; however, that might not be true. While both records management and document management deal with handling information, they serve different purposes:

• Records Management involves planning, accessing, processing, using, and disposing of records as legal and regulatory provisions dictate. Record management requires proper storage, maintenance, and disposal to comply with the law.
• Document Management is responsible for managing documents during their active use phase. It enables version control, teamwork, and cycle management but does not generally encompass records retention and disposal.
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Types of Records Management Systems

Record management solutions can be divided into two types in the broadest sense. Understanding the differences will help you decide which is the best system.

1. Physical Records Management

This involves the deposition of hard copies, including documents, letters, photographs, and other items. Such records may be stored in filing cabinets, on-site record storage areas, or off-site record storage centers. Physical records have many associated costs and require time to store and arrange data, which usually results in unnecessary costs for many organizations.

2. Electronic Records Management

Electronic record management (ERMS) creates, archives, and organizes electronic material, such as documents, messages, databases, images, and multimedia files. Another significant benefit of ERMS is that record management, search, retrieval, and disposal become easy when no longer required. Such systems are well protected and monitored to ensure no sensitive data is compromised.

With electronic records, information can be obtained within a few seconds with access to technology. While physical records cannot be tampered with easily, they are not as flexible as electronic ones. ERMs offer additional features, such as encryption of records, while physical records need proper storage infrastructures. Thus, electronic management has lesser cost implications in terms of storage and management of records.

The Cycle of Records in a Records Management System

These are the following phases that a record must go through during its lifespan in a record management system.

Step 1. Creation

This stage involves the production of recorded or documented information. This can be either internal records developed within the organization or imported records from other sources. However, it is crucial to have data in the best possible format according to your organization’s needs.

Step 2. Classification

Records are then arranged into groups based on a pre-determined record classification scheme, making them convenient to locate. This helps to find records quickly and reduces the time required.

Step 3. Use and Maintenance

Record files are retrieved, copied, and linked according to the existing records. In this phase, they must be kept securely to prevent unauthorized access. The distribution can be internal or external.

Step 4. Retention

Records are retained for a specific time depending on the legal, regulatory, or business needs.

Step 5. Disposition

Any records not required to be retained by the organization are disposed of properly at the end of their retention period. This could mean expunging (for computerized records), erasing every trace of them, or tearing them into pieces (for paper-based records). This helps avoid the accumulation of unnecessary information and helps avoid increased storage costs.

Functions of a Records Management System

A record management platform must be capable of performing different functions that will help streamline work and increase operational efficiency.

• Record Filling: This involves creating and capturing records and adding descriptions, such as the record’s title. Adequate storage space for the records is essential.
• Classification and Indexing: Individual records are stored orderly to make them easier to retrieve and manage.
• Security and Access Control: This involves assigning and implementing rights or privileges to prevent unauthorized access and keep records safe.
• Audit Trails and Compliance Management: It ensures that records of all user access and modifications are kept and recorded correctly to meet legal and regulatory requirements.
• Disposition Management: This helps to remove records that no longer need to be stored based on set policies. It also involves logging information such as the date and time of disposal.

Importance of a Records Management System

A quality records management system can help you keep your records safe and secure, ensuring efficiency and faster retrieval.

• Easier Compliance: Organizations can abide by the necessary regulations by having a record management system. Such a system can seamlessly manage laws like HIPAA and FACTA.
• Minimize Risk: Appropriate records management minimizes the consequences organizations may face due to data leaks, unauthorized access, and loss of pertinent information.
• Operational Efficiency: An optimal RMS enhances efficiency through efficient record storage and retrieval. Digital records management helps with cost savings and improves team efficiency.
• Space and Cost Savings: Storing records in electronic format eliminates the need for physical space to store papers, files, and cabinets, as well as the expenses associated with them. It also reduces the chances of the records being physically damaged and lost.

A record management system can automate some functions, like setting dates when specific records should be retained or disposed of. This automation helps relieve employees’ time, enabling the team to focus on more productive work for the organization.

Tips for Using a Records Management System

To get the most out of records management software, here are some tips that can be considered:

• Understand Your Needs: Identify the organization’s compliance, security, and data classification levels.
• Choose the Right System: Choose an RMS that suits the size of your organization. Monitoring performance and determining whether a cloud-based or on-premises system is ideal is essential.
• Train Employees: Training is mandatory to help the staff understand the system’s features and how it works. The staff should be fully aware of records management policies and applications.
• Regular Audits: Periodic reviews should also be conducted to check RMS compliance and functional efficiency.
• Implement Retention Schedules: Identify and follow policies on how records should be disposed of or retained. By implementing retention schedules, organizations can keep up with regulatory requirements.

How Does Newgen Help You in Records Management?

Newgen provides record management software that can be customized to allow organizations to archive their records effectively. Here are some of the benefits of Newgen’s RMS:

• Integrated Solutions—This approach integrates physical and electronic record management functions into a unified system to enhance governance and compliance.
• Automated Workflows – Newgen’s RMS enables critical functions, such as record retention, retrieval, and disposition, necessary for record preservation.
• Enhanced Security – Provides reliable protection for sensitive records through access controls, data encryption, and audit trails.
• Compliance Management – Supports organizations in meeting compliance requirements by providing automated compliance checks and reporting.

Summing Up!

Records Management Systems (RMS) assist organizations in managing their records legally, securely, and efficiently. An RMS entails proper organizing, storing, and disposing of records in a way that minimizes risks and boosts productivity. It also helps manage and organize workflow and analyze raw data to make better decisions. Having a proper records management system is important to meet regulatory requirements.

Newgen’s Record Management System is a next-generation product with integrated solutions, security measures, and simple interfaces, improving business efficiency. Our strategic collaboration can help you optimize performance and guarantee that the information is up-to-date, easily accessible, and protected from unauthorized access. So, connect with our experts today and learn how our solution can help you drive efficiency regarding record management.

Frequently Asked Questions

Q1. What are the five stages of Record Management?

The five stages of record management are Creation, Classification, Use and Maintenance, Retention, and Disposition:

• Creation: This is when a record is created or obtained in any medium, whether in electronic or hardcopy form.
• Classification: After creation, the records can be classified systematically. This can be achieved by utilizing categories or folders to ease identification.
• Use and Maintenance: It involves retrieving and using data, exchanging records with other users, and modifying information when necessary.
• Retention: This stage defines how long records must be retained to comply with legal requirements, regulations, or organizational needs.
• Disposition: The last step involves archiving records for future use or disposing of no longer required records.

Q2.What are the two types of Records Management?

The two types of records management are Physical Records Management and Electronic Records Management:

• Physical records management refers to handling paper-based records, such as arranging them in cabinets or storage rooms and ensuring their safety.
• Electronic records management involves record control in electronic format, including documents, emails, files, or cloud-based systems. It is the process of managing records and digital content using software tools for classification, retrieval, and protection.